What type of insurance do I need to run an event at 3rd party venue in MA?

Hi Virginia, my name is Sean and I am the founder of National Gaming Events in Boston, MA. I am currently at the stage where I am developing a pitch deck to seek start up capital from angel investors. One of the expenses I have to consider is insurance when I run events at 3rd party locations such as a hotel, a video game lounge, a hall, etc. I read your article on event insurance and I found it helpful but I believe my business is in a unique industry that deals with a young demographic. The target demographic for my company is anywhere from Middle School (12 years old) to post college (23-24) and entry level/career (25 and beyond). What I am most worried about though is the group under 18 years of age. Do I need a specific insurance for having minors at an event space where there will be a bar or they will be there for more than 12 hours a day? It is to my understanding my company will need to get special event insurance, liability insurance and alcoholic beverage insurance but I do not know what other insurances I need to get beyond that. Because I run a video game event, I also have a bunch of electronic equipment lying around so I wanted to know if I need property insurance also or does liability insurance cover that? Some competitors I know of do not allow people to bring drinks into the venue or they have to leave them at the door in fear that they will spill the drink on the equipment. Is there an insurance I need to get to cover this also?

I have a second part to my inquiry. I am also developing a pitch deck for a mall chain to try and have a location built inside the mall to run video game tournaments out of. What type of protocols will I need to abide by to ensure that the store will not get shut down or my request for a permit will be denied. I have researched some companies doing this in the past and one thing I heard was an issue was zoning laws. I am not sure if there are other things I need to satisfy. I would also like to have a family schedule at my event where we can have movie time at the venue for the families and small children to watch while their son or daughter is playing in our event. Someone told me I have to get specific permission or a permit to play a movie at a 3rd party location because it is not longer for “personal use” anymore and it could be a part of a entry fee to make money (just a very broad example). If you can please let me know any insurance I would need to have complete before contacting the mall chain, what permits I need to have and what I can wait to take care of after speaking with the mall chain I would greatly appreciate. I am really trying to cover myself at all costs.

Hi, Sean – Happy New Year to you, too! Having minors at events where liquor is sold can impact your special event and your liquor liability insurance policies. Every carrier has different guidelines for offering coverage, so you may want to work with a broker. They can quote multiple carriers and help you find the appropriate coverage. Our guide to small business brokers can help you find someone to work with. As for additional policies, consider getting commercial property and inland marine insurance.

As for the second half of your question, you need a license to use copyrighted material. You can find companies to help you online. Also, zoning and permit laws are specific to the city and state. Our article How to Lease Commercial Real Estate is a good place to start, but you might also want to do more research on the mall you hope to work with.

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